Legal Assistant Paralegal

Legal Search Solutions, Inc.; West Palm Beach (FL); Hybrid; USD 50,000 - 70,000; Full time

Job summary

Legal Search Solutions, Inc. in West Palm Beach seeks an experienced Paralegal or Litigation Assistant to support an expanding insurance defense practice.

The role requires independent case monitoring, strict adherence to deadlines, and proactive coordination with attorneys, clients, and third parties. The ideal candidate has litigation support experience, familiarity with e-filing, subpoenas, discovery, depositions, and Litify (a plus).

Qualifications

• Prior experience as a litigation legal assistant/paralegal, preferably in insurance defense.
• Strong understanding of the litigation process and the administrative requirements associated with active litigation cases.
• Excellent organizational and time-management skills.
• Ability to independently monitor cases, deadlines, and outstanding tasks.
• Strong follow-up skills and the ability to consistently follow through with attorneys, opposing counsel, clients, vendors, subpoena targets, and other parties.
• Experience with e-filing, e-service, calendaring, subpoenas, discovery, depositions, mediations, and litigation support.
• Experience working with case-management software; Litify experience is a plus.
• The ability to prioritize competing deadlines and communicate when additional direction is needed.
• A proactive approach to identifying work that needs to be completed.

Responsibilities

• Pre-Suit: monitor and follow up on pre-suit matters including public records requests, preservation letters, vehicle inspections coordination, attorney interviews documentation, statements of client rights and tracking outstanding tasks.
• Litigation Case Management: obtain and organize records, process e-service, review deadlines, maintain case files and the Requests tab, assist with summaries and discovery plans, file Notices of Production to Non-Parties (NPNPs), and manage certificates of non-objection (CNOs).
• Calendaring: accurately calendar deadlines for complaints, scheduling orders, discovery responses, and CMEs; coordinate with all necessary parties.
• Work Ethic: function independently, maintain task lists, follow up proactively, and keep attorneys informed of issues and deadlines.
• Environment: thrive in a busy litigation setting with multiple cases and competing deadlines; attend scheduling meetings as required.

Skills

Litigation support

Organizational skills

Deadline monitoring

Communication with attorneys

E-filing & subpoenas

Tools

Litify

Job description

Paralegal or Litigation Assistant - Insurance Defense (Construction)

**In office 5 days/wk for initial 90 day period, then evaluated for Hybrid.**

We are looking for an experienced Litigation Assistant or Paralegal to support the growing insurance defense litigation practice in our West Palm Beach office.

Ideal Candidate

The ideal candidate will have:

• Prior experience as a litigation legal assistant/paralegal, preferably in insurance defense.
• Strong understanding of the litigation process and the administrative requirements associated with active litigation cases.
• Excellent organizational and time-management skills.
• The ability to independently monitor cases, deadlines, and outstanding tasks.
• Strong follow-up skills and the ability to consistently follow through with attorneys, opposing counsel, clients, vendors, subpoena targets, and other parties.
• Experience with e-filing, e-service, calendaring, subpoenas, discovery, depositions, mediations, and litigation support.
• Strong attention to detail and the ability to manage a high-volume caseload.
• Experience working with case-management software; Litify experience is a plus.
• The ability to prioritize competing deadlines and communicate when additional direction is needed.
• A proactive approach to identifying work that needs to be completed.

Key Responsibilities

Pre-Suit

The Litigation Assistant or Paralegal should be capable of independently monitoring and following up on pre-suit matters, including:

• Following up on public records requests.
• Ensuring preservation letters have been sent to all necessary parties.
• Coordinating and following up on vehicle inspections with opposing counsel, vehicle owners, insurers, or other appropriate parties.
• Confirming that the attorney has interviewed the firm's driver/client in applicable cases, or documenting in Litify when an interview is not necessary and why.
• Ensuring statements of client rights have been sent to clients.
• Monitoring outstanding pre-suit tasks and following up as necessary.

Litigation Case Management

Responsibilities will include:

• Following up on and obtaining records from third parties in response to subpoenas.
• Processing and organizing records received.
• Processing all incoming e-service.
• Reviewing assigned cases to identify outstanding tasks and upcoming deadlines.
• Maintaining organized case files and litigation records.
• Maintaining the Requests tab for each litigation case.
• Assisting with record summaries and discovery plans for subpoena targets as specifically assigned.
• Preparing and filing Notices of Production to Non-Parties (NPNPs) and redacted copies of subpoenas.
• Timely filing Certificates of Non-Objection (CNOs).
• Following up on subpoena service.
• Following up with subpoena targets after service.

The Litigation Assistant will be responsible for accurately calendaring and monitoring important litigation deadlines, including:

• Deadlines to respond to Complaints served on defendant clients.
• Deadlines contained in scheduling orders, including pre-trial and trial deadlines.
• Deadlines to respond to discovery served on defendant clients.
• Other case-specific deadlines and events.
• Scheduling Compulsory Medical Examinations (CMEs) of plaintiffs.
• Confirming appointments and coordinating schedules with all necessary parties.

A major component of this position is the ability to function independently.

The Litigation Assistant should:

• Systematically review assigned cases.
• Maintain a running list of tasks that need to be completed.
• Identify outstanding tasks and follow up without waiting to be reminded.
• Maintain a separate list of tasks that remain outstanding when they cannot immediately be completed.
• Keep attorneys informed of important outstanding issues and deadlines.
• Ask for clarification when priorities are unclear.
• Communicate promptly when additional work or direction is needed.
• Understand that the responsibility is not simply to complete assigned tasks, but to help ensure that assigned cases continue moving forward administratively.

If there is a conflict regarding priorities, the attorney is available to establish daily priorities and provide direction. However, the expectation is that the assistant will take ownership of the administrative aspects of the cases assigned to them.

Work Environment & Expectations

This position requires full focus, attention to detail, and consistent organization throughout the workday.

The successful candidate must be comfortable working in a busy litigation environment with multiple cases and competing deadlines. They should be dependable, responsive, and able to stay organized without constant supervision.

The position requires regular attendance at scheduling meetings when working that day, unless prior arrangements have been made.

If the assistant completes their assigned work, they should proactively communicate with the attorney regarding additional work rather than simply waiting for the next assignment.